By Kelsey on February 18, 2026
We won't deny the usefulness of spreadsheets for all sorts of data, but creating library schedules that cover desks, events, time off, and last-minute changes far exceeds the capabilities of a formula. It leaves you with an intense logic puzzle to solve and maintain – leading to overwhelm.
Thankfully, you can ditch the spreadsheets and use LibStaffer for a staff scheduling solution designed for your library.
5 Ways that Spreadsheets Fail Us – And How LibStaffer Overcomes the Chaos
Workarounds can get the job done, but they often involve a lot of time and effort while not achieving the same results as a solution designed specifically for the task. Let's look at why spreadsheets can make scheduling even harder than it already is – and how LibStaffer helps simplify the process with tools built specifically for library staff scheduling.
1. Balancing access versus accidents
You want your staff to see real-time updates in the schedule, but you don't want them to accidentally delete or interfere with schedules. A staff member could go into the spreadsheet to change their desk coverage, but end up deleting your carefully curated formulas. However, restricting editing access can make a scheduler's job even harder.
🌟 LibStaffer Solution: Staff can request time off, add preferences, and customize their notifications, but only administrators can make schedule changes and approve time off. Everyone has access to the information and tools that make sense for their position.
2. Formulas only go so far
You can create formulas to calculate total hours worked and basic coverage, but there's no formula to ensure that Susan isn't scheduled on the third Tuesday of the month because she has a standing appointment. There's only so much you're able to automate – leaving the bulk of the work on a scheduler.
🙌 LibStaffer Solution: LibStaffer lets you set work hours, exceptions, holidays, preferences, and more! You can use the drag-and-drop editor, templates, or the Auto Scheduler for schedules that adhere to all of your unique parameters.
3. Overlooked scheduling conflicts
Your spreadsheet schedule might look perfect until you realize that Maggie is slotted to be at the farmer's market and on desk at the same time. When you're juggling a large staff with different locations and tasks, it's near impossible to get everything right all the time.
🎉 LibStaffer Solution: Automatic detection of scheduling conflicts ensures that all areas are covered and no one is overbooked. LibStaffer also takes into consideration staff's consultation appointment times in LibCal and it honors the library's working hours from LibCal's Hours module.
4. It's easy to miss an update
Even if staff can see real-time edits to the schedule, it's hard to notice a small change to a spreadsheet. Staff can end up coming in at the wrong time or going to the wrong location. Or it's on the scheduler to constantly send out updates.
📣 LibStaffer Solution: Staff can choose their communication preferences so they receive automatic updates whenever there's a schedule change. LibStaffer also live-syncs with Outlook and Google calendars so staff are always sure about their shifts.
5. Data that doesn't work for you
Spreadsheet schedules compile a lot of data, but there's not a lot you can extrapolate without a lot of legwork. It's difficult to make decisions based on spreadsheets that only show the final schedule.
✨ LibStaffer Solution: Built-in reporting lets you easily see schedules and unfilled shifts, time off requests, swapped shifts, and weekly averages. Filter reports by date, service point, or staff member for a more granular look. Use these reports to make future scheduling and staffing decisions.
It's Time for a Better Way to Schedule
A modern library deserves a tool designed for the complexities of scheduling staff. By changing your workflow from spreadsheets to LibStaffer, your library will gain more control, experience fewer scheduling snafus, and bring more peace of mind to your schedulers.
Don't just take our word for it. Schedule a demo with our team to see for yourself!